Attachment 2 _Change of Occupancy Maintenance PWS_22 Mar 2022.pdf

RFQ FA5000-22-Q-0013

Attachment 2 – Change of Occupancy Maintenance PWS, 22 Mar 2022

PERFORMANCE WORK STATEMENT

FOR

CHANGE OF OCCUPANCY MAINTENANCE

AT

JOINT BASE ELMENDORF-RICHARDSON (JBER), ALASKA

22 March 2022

Table of Contents

Section Number and Title

Page Number

1. Description of Services 3

2. Change of Occupancy Maintenance 3

3. Service Summary 4

4. Hours of Operation 7

5. Security Requirements 7

6. Special Qualifications 8

7. Contract Manager 8

8. Employees 8

9. Vehicles 8

10. Hazardous Material 8

11. Information Access 9

12. Conservation of Utilities 9

13. No Smoking Policy 9

Appendix A: Estimated Workload Data 10

Appendix B: Floor Plans (see attached)

Appendix C: Required Forms 12

Appendix D: Paint Sheets 15

1. DESCRIPTION OF SERVICES: The Contractor shall provide all personnel, management, supervision, tools, equipment, labor, and materials necessary to ensure that Change of Occupancy Maintenance (COM) and cleaning services are performed in accordance with (IAW) Performance Work Statement (PWS), for unaccompanied personnel units in buildings 55, 641, 649, 651, 668, 681, 682, 688, 791, 4995, 7053, 7079, 7083, 7113, 8005, and 8119.

1.1 ASSIGNMENT OF WORK: The Unaccompanied Housing Section Chief or the Barracks/Dormitory Manager shall annotate all required maintenance on a COM sheet, AF FORM 1219 (Appendix C). The Contracting Officer’s Representative (COR) shall notify the Contractor of units requiring COM services. The COM inspection sheet will detail all services required to be accomplished inside the dormitory units. The Contractor shall then be responsible for conducting a COM inspection to validate AF FORM 1219 requirements. If other deficiencies exist other than what is documented on the AF FORM 1219 the Contractor will notify the COR prior to performing services. Along with the AF FORM 1219, if painting is required, the Contractor shall be issued a Paint Sheet (Appendix D) stating what areas of the unit are to be painted. The Contractor shall sign for the unit, acknowledging time of acceptance, and submit a recorded established turn-back time on the AF FORM 1219 to the COR. The Contractor shall notify the COR eight hours prior of any anticipated delay beyond the established turn-back time determined by the COR and IAW contract allowed down times for work outlined on the AF FORM 1219.

1.2 The Contractor is not responsible for: replacing carpet or blinds, responding to any service calls to the dormitory, or any interior/exterior building corridors, common areas, structural components outside the units, exterior features, and ground or parking areas.

1.3 The time allowed for COM shall be computed by using calendar days. The COM period will begin on the day following unit turnover to the Contractor and close on the date the unit is accepted back by the Government.

All required re-performance or further inspection will be documented on COM Inspection Sheet (Appendix C) and a copy provided to the Contractor for correction before final acceptance. Total downtime allowed for a barracks/dormitory unit undergoing COM shall not exceed 6 calendar days.

1.4 All units shall be returned to the Government by the beginning of the next duty day, following the day they are due, prior to 0930 with the following exception; any units the Contractor may have elected to complete COM over the weekend (Saturday and Sunday) shall be returned to the Government the next regular duty day, Monday, prior to 0930. No extra days shall be counted against the time, provided any required re-performance is accomplished satisfactorily within 2 hours of notification of defect.

2. COM: The Contractor shall perform cleaning, move furniture and replacement/repair maintenance to include the following areas:

a. Interior caulking

b. Patching

c. Painting

d. Replace damaged wall receptacle and switch covers (provided by dormitory management)

e. Replace damaged towel, toothbrush and toilet roll hangers (provided by dormitory management)

f. Vacuum, shampoo, and remove stains from carpet IAW commercial standards.

g. Clean entire bedroom, closet(s), kitchen area and bathroom to include walls, ceilings and HVAC vent covers. If the kitchen area and/or bathroom is shared by a current adjoining occupant, the contractor will not be responsible for cleaning these areas.

2.1 INTERIOR PATCH AND PAINTING REQUIREMENTS: The term “paint” as used herein includes emulsions, enamels, paints, stains, varnishes and other coatings whether used as a prime, intermediate, or finish coat. It does not include thinners. Patch and paint all interior surfaces which are currently painted, including, but not limited to, all walls, ceilings, interior doors and trim as indicated on AF FORM 1219 and attached paint requirement sheet. Finished surfaces shall be smooth, free from runs, ridges, waves, laps, brush marks, and variations in color. All coats shall have a complete hiding finish and be applied so as to produce a film of uniform thickness. Paint shall be Duron Pro Coat, low volatile organic compounds (VOC), interior latex eggshell finish, or equal, to match existing color. Doorknobs, receptacles, receptacle covers, switches, switch covers, towel bars, floors, furniture, etc. shall be free of any paint to include items that have been previously painted over. The Contractor is responsible for covering the fire alarm sensors during COM as necessary (dusting, sanding and spray painting) to prevent false activation. If broken by the Contractor, the Contractor shall repair these items. The Contractor may replace the item, with a new like item, if it would be more economical, at no additional cost to the Government.

2.2 CRACKED AND PEELING PAINT: The Contractor shall ensure that paint applied during a COM does not peel for a minimum of one year. If peeling does occur, the Contractor shall remove defective paint and repaint at no additional cost to the Government.

2.3 CLEANING REQUIREMENTS: The Contractor shall ensure all units, walls, ceilings and hard-surface floors, including components (sinks, mirrors, interior surfaces of windows, corners, cove base, HVAC vents, ceiling fans, light fixtures, toilets, showers, toilet tank, and appliances), shall be cleaned and disinfected to remove all stains, smudges, dirt, grease, hard water deposits, soap film, swirls, mildew, any foreign matter including paint, and odors without disfiguration, scarring, or damage. Vacuum and shampoo carpets in order to remove all stains, dirt, soil and odors, IAW the manufacturer’s recommendation. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal.

2.4 NOTE. BIOBASED PRODUCTS: In accordance with Section 9002 of the 2018 Farm Bill and 7 CFR Part 2902, the Contractor is encouraged to give preference to the use of bio-based cleaning products as part of COM cleaning. In the event bio-based products are not used by the Contractor, the Contractor shall provide documentation of reasoning regarding failure to provide BIOBASED Products for cleaning to the COR and maintain written documentation of the decision not to do so (i.e., price, performance, availability, etc.) and make such documentation available to the COR.

3. SERVICE SUMMARY (SS): The contract service requirements are summarized in performance standards that relate directly to mission success. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance (performance threshold) and the expected method of assessment by the Government to ensure services have been provided. These thresholds are a key element to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

Definitions:

Quality Control – The observation techniques and activities used to fulfill requirements for quality. (Inspections, Audits, Records, etc.)

Quality Assurance – The planned and systematic activities and/or processes implemented in a quality system so that quality requirements for a product or service will be fulfilled. (Customer Communication process, Inspection process, Training, System Assessment/Audits, etc.)

Major nonconformance – A nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission (Example: Units were not safely locked during COM), or will result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. (Example: Units could not be used because carpets were not dried after cleaning/shampooing).

Minor nonconformance – A nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. (Examples: small water marks on mirrors, carpets

Performance Tasks PWS Para COM Re-performance Threshold

Method of Evaluation

SS-1

Cleaning

Para 2 and 2.3 No more than 5 valid minor nonconformance per month, No more than 1 major nonconformance per month

Re-performance within 2 hours of notification to contractor.

100% Inspection.

Validated customer complaint

SS-2

Painting

Para 2, 2.1, and 2.2

No more than 5 valid minor nonconformance per month, No more than 1 major nonconformance per month

Re-performance within 2 hours of notification to contractor.

100% Inspection.

Validated customer complaint

SS-3

Replacement and Repair Maintenance

Para 2 and 2.1 No more than 5 valid minor nonconformance per month, No more than 1 major nonconformance per month

Re-performance within 2 hours of notification to contractor.

100% Inspection.

Validated customer complaint

SS-4

Units Returned on Time

Para 1.3 and 1.4 No more than 5 valid minor nonconformance per month, No more than 1 major nonconformance per month

Unit(s) will be returned within 24 hours of notification of nonconformance.

100% Inspection.

Validated customer complaint not vacuumed under tables or beds.)

Performance Threshold – The performance threshold is the maximum number of deficiencies that can occur in a given period.

3.1 Quality Control (QC): The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The QC program shall be documented in a written Quality Control Plan (QCP). The Contractor shall develop and implement systems and procedures to ensure performance to contractual requirements are maintained and managed. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Sections one (1) through four (4) of this SS. As part of the QC program, the Contractor shall submit a written QCP to the Contracting Officer (CO) for review, feedback, and comment. An Unacceptable Quality Control Plan/Program shall be evaluated and be reason for delay of project initiation.

The plan shall be submitted no later than the pre-performance conference. The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. Records of all inspections, corrective and preventive actions shall be maintained and made available to the COR upon request.

3.2 Quality Assurance: The Government shall conduct surveillance activities and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after contractor has provided the services. The COR will utilize the Contractor’s work schedule to plan their inspection and surveillance activities. The COR will record inspection and surveillance results which then become the official Air Force record of the Contractor’s performance. Defects noted during surveillance activities will be communicated to the Contractor in a timely manner to allow for re-performance per the established re-performance thresholds. Defects will become non-conformance when they are not addressed per the re-performance timeframes established. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt. The CO will have 10 calendar days to respond back to the Contractor with acceptance or rejection of the Contractors’ response to the CDR.

3.3 100 Percent Inspection: 100 Percent Inspection will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually). The completed AF FORM 1219 or modified version thereof, shall be used for COR scheduled inspections and resulting documentation.

3.3.1 Any defect noted during an inspection or surveillance may be recorded, and the Contractor shall re-perform the service within the re-performance threshold of the SS, at no additional cost to the Government.

3.3.2 Exceeding the performance threshold for any of these performance objectives in any one-month period shall result in a warning or letter of concern from the CO.

3.3.3 Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team (MFT). All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

3.4 Customer Complaints: The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor. Validated customer complaints shall be immediately communicated to the Contractor for re-performance within the re-performance thresholds of the SS, at no additional cost to the Government.

3.4.1 Exceeding the performance threshold for any of these performance objectives in any one-month period shall result in a warning or letter of concern from the CO.

3.4.2 Exceeding the performance threshold for performance objectives for any two, or more consecutive or non- consecutive months during a contract period shall constitute an immediate Progress Meeting with the MFT.

All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance. Minutes of these meetings and any associated actions will be maintained by a designated representative or Contracting Office, as determined by Contracting Office.

3.4.3 Periodic Progress Meetings: The CO, Functional Commander, COR, other Government personnel as appropriate, and the Contractor shall meet as needed, but not less than annually, to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory performance, inspection results (CRP and Government), and valid customer complaints against each performance objective observed, and the results of corrective and preventive action measures.

3.4.3.1 The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and any identified trends. Minutes of these meetings and any associated actions will be provided to and maintained by the Contracting Office.

3.4.3.2 The minutes of these meetings will be documented in writing, signed by the CO and the Contractor, and distributed to the functional areas. Should the Contractor not concur with the minutes, the Contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence.

4. HOURS OF OPERATION:

4.1 COMs can be performed between 0730 and 2100 hours 7 days a week.

4.2 RECOGNIZED HOLIDAYS. New Year’s Day, Martin L. King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

5. SECURITY REQUIREMENTS:

5.1 PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all Government property provided for contractor use. At the close of each work period Government facilities, equipment, and materials shall be secured, lights and water faucets turned off, and all doors and windows secured. The Contractor shall report to the COR all suspected abuse or negligence on the part of the tenant on a daily basis, IAW AFI 32- 6000, Para. 2.16.2.

5.2 BASE PASSES AND IDENTIFICATION: The Contractor shall obtain base passes and identification cards for all employees and vehicles. Application will be coordinated through the COR.

5.3 KEY CONTROL: The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

5.4 The Government may, at its option, require the Contractor to reimburse the Government for replacement of locks, “lock boxes,” or re-key as a result of contractor losing keys.

6. SPECIAL QUALIFICATIONS: The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

7. CONTRACT MANAGER OR SITE LEAD: The Contractor shall provide a Contract Manager or Site Lead who shall be responsible for the performance of the work. Prior to start of the contract, the name of this person and alternate(s) whom can act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The Contractor shall submit, in writing, to the COR and CO any management personnel change within 24 hours of the change.

7.1 The Contract Manager, Site Lead or alternate, shall be available between the hours of 0800 – 1100 Monday through Friday for the issuing and returning of units to the COR or designated representative.

7.2 The Contract Manager, Site Lead or alternate(s) shall be able to read, write, speak, and understand English at a high school level.

7.3 The Contract Manager may be expected to have company telephone, e-mail capability, and be within 2 hours of meeting with government officials if requested.

8. EMPLOYEES: The Contractor shall not employ personnel (including subcontractor personnel) for work on this contract if such personnel are identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being, and operational mission of the installation or its population. The Contractor shall not employ any person who is an employee of the United States Government, if employing that person would create a conflict of interest or the appearance of a conflict of interest.

8.1 Contractor personnel shall present a clean, neat appearance and be easily recognized. The Contractor shall furnish each employee with an identification badge. The badge shall contain as a minimum, a picture of the employee, the employee's name, and the name of the Contractor. All badges shall be uniform, worn on the outer clothing, and be visible at all times. All employees that come in contact with occupants in the performance of their duties shall be able to understand and speak English. Under the Immigration and Nationality Act (INA), employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired.

9. VEHICLES: All vehicles shall be in operable condition and meet local, state, and federal safety requirements. Each contractor vehicle shall have the name of the Contractor neatly exhibited on each side of the cab. The Contractor shall operate vehicles to comply with base traffic regulations. The Contractor shall be responsible for cleanup of any fluids leaked from their vehicles. Contractor vehicles containing Government materials (other than repair parts) are not authorized to leave the base.

10. HAZARDOUS MATERIALS: The Contractor shall have approval from 673 CES/CEANV prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDS. All work shall be performed in accordance with the JBER Environmental Protection Specifications, local, state, and federal regulations. Refer to Environmental Protection Specifications on JBER.

11. INFORMATION ACCESS: As a minimum, the COR should have full access to the status on which units are under the Contractor’s control, with estimated return dates.

12. CONSERVATION OF UTILITIES: The Contractor shall observe conservation initiatives to reduce overall energy consumption.

13. NO SMOKING POLICY: The Contractor and/or his employees shall comply with Air Force Instruction (AFI) 40-102, Para 2.2, 2.5.1, and 4, stating, smoking is prohibited within any Air Force facility.

APPENDIX A: Estimated Workload Data and Calculations - COM

ITEM DESCRIPTION Annual Estimated Quantities

Dormitory/Barrack Paint: Bldgs. 55, 641, 649, 651, 668, 681, 682, 688, 791, 4995, 7053, 7079, 7083, 7113, 8005, and 8119

229,000 to 268,000

SF

2 Dormitory/Barrack Unit Cleanings 1925 to 2150 SF

3-Year Historical Workload Data (2018 – 2020)

Year

Month

Annual Total

Annual Monthly Average

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 130 190 140 117 146 220 170 213 146 165 181 120 1938 162 2019 127 154 220 186 205 188 199 192 151 130 176 211 2139 178 2020 111 136 129 110 158 361 194 144 181 162 91 243 2020 168

Average by

Month 123 160 163 138 170 256 188 183 159 152 149 191

BEDROOMS WITH CARPET

Square Foot Range 121 SF – 300 SF Square Foot Average 175 SF

Average Square Footage Per Month 10,970 SF Most Amount of Rooms by Square Foot Type 141 SF Least Amount of Rooms by Square Foot Type 152 SF / 184 SF / 208 SF

Building # Number of Bedrooms

Bedroom Square Footage

Carpeted Bedroom

Shared Bathroom

791 240 100 No Yes 641 / 651 576 120 No Yes

7083 180 121 Yes Yes 8119 84 128 Yes No 688 576 140 No Yes 681 864 141 Yes Yes 682 864 141 No Yes 649 60 149 No Yes 55 40 149 Yes Yes 668 9 152 Yes Yes 668 12 156 Yes Yes 7079 144 157 Yes Yes 8005 144 177 Yes Yes 4995 40 181 No Yes 4995 40 182 No No 668 9 184 Yes Yes 668 9 208 Yes Yes 7113 48 225 Yes Yes 7053 144 300 Yes Yes

BEDROOMS WITHOUT CARPET

Square Foot Range 100 SF – 182 SF Square Foot Average 145 SF

Average Square Footage Per Month 14,363 SF Most Amount of Rooms by Square Foot Type 141 SF Least Amount of Rooms by Square Foot Type 181 SF / 182 SF

APPENDIX C: Required Forms

COM INSPECTION Date:

CONTRACT NO:

DORMITORY # UNIT#

DATE:

Time unit called in:

Time Unit inspected:

DISCREPANCIES NOTED: CORRECTED

AT JOB SITE

REQUIRES FURTHER

INSPECTION

INSPECTOR SIGNATURE

CONTRACTOR SIGNATURE

Copy #1. Retained by Addressee Copy #2. Returned to Originator

APPENDIX D: Paint Sheet

PAINT SHEET

Bldg.

ADDRESS: DATE:

Project No:

Length of Time Occupied: Inspector:

UNIT FINISH SCHEDULE

UNIT PAINT ITEM AREA Sq Ft REMARKS

CEILING WALLS CEILING WALLS

Main Room

Bathroom

Kitchen Area

TOTAL SQUARE FEET

TOTAL WALLS/CEILINGS – Sq Ft